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Convention Problem Report Process

Convention Problem Report Process - Arisia 2016

(phone numbers for The Watch (Security) and Ops will be added as soon as
we get confirmation from the hotel)

Arisia has a process to address issues that arise at the
convention. These may include but are not limited to
violations of the Arisia Code of
Conduct.

Operations and The Watch (Security) (in the Stone room)(1)
can help you with a complaint or problem to report. Additionally,
any Arisia staff member with a black ribbon affixed to their
convention badge(2) should be able
to assist you as well. The person you approach may take the report
themselves or may help you find someone else who can respond to
the problem. You may also call or text Arisia's The Watch (Security).

We will make a written report, and ask you for the details needed
to understand and resolve the problem or prevent further
harm. If you give us your name and contact information, we
will follow up with you as needed, but we also will accept
anonymous reports.

We will tell you what our next steps will be and further
action(s) to be taken, if any. If you request, we will follow up
with you and let you know the outcome of our actions.

If other people are named in the complaint, they will be told
that there is a complaint against them, but you will not be named.

Your report will be taken seriously and treated confidentially.

If your problem requires post-convention followup, you will hear
from Arisia by early February at the latest, if you gave us your
contact info.

Footnotes:

(1) The Watch (Security) and Operations are in
the Stone Room on the first floor. The Watch is available around
the clock (24 hours). Security staff are also roaming the
convention, wearing distinctive "The Watch" fluorescent vests and
photo-identifying badges.

Convention Problem Report Process - for STAFF of Arisia 2016

As a staff member of Arisia 2016, you are an important part of
assuring our attendees are safe and happy. Our problem
resolution process is designed to help accomplish
this.

If someone approaches you with a problem that is either too
complicated for you to solve or appears to be a Code of Conduct
violation, stay with the person and help them find someone with a
black ribbon (1) to address the current situation. If
there is an immediately dangerous situation, do not hesitate to
call 911 first. Please notify Arisia Security after calling
911 so that convention leadership can stay in the loop.

Read the guidelines below and please ask the Con Chair team for
any clarification you may need. Remember that this process
is meant to address a wide range of concerns, from the minor to
the serious. Not all steps may be necessary.

If you are the appropriate person to take an incident report:

Establish the safety and well-being of the person in front of
you. Make sure their immediate needs are met. Call
Security if their presence will help defuse the current
situation.

Maintain a calm, professional demeanor. Do not touch the
reporter without explicit permission. If you are not sure
about your ability to handle the situation, or if you are
emotionally involved yourself, call the Ops Desk at _____ to
summon the Con Chair on Duty.

Ask them if they need to go someplace private to have the
discussion with you and another Arisia staff member. If
they are comfortable giving their report wherever the
conversation is taking place, that is also fine.

If possible, start off using the form provided by
Security. Otherwise transcribe your WRITTEN notes of the
conversation to the form immediately after taking the report.

If the reporter is willing, record their name and contact
information. Make sure they know we will take and act on
an anonymous report, but we will not be able to tell them the
actions taken.

Get a full description of the events or perceived problem that
took place, including times and places, according to the
reporter. Do NOT attempt to “correct” any of the
reporter’s words or opinions even if you have other
information. (You can add additional information to your
own write-up of the incident)

Find out if there is a specific action being requested or an
action that would remedy any harm that’s taken place.

If necessary, ask the reporter to wait while you consult with
others (Security, Con Chair on Duty) about next actions.
Be explicit about what we will do next, and when the person can
expect follow-up. Thank the person for making their
report.

Confirm that we (Arisia staff) have a specific plan of
follow-up actions (if necessary), and write down that plan in
the report, including who and when.